Billing Coordinator

Q-Sourcing Servtec Group

Billing Coordinator

• Job Type Full Time
• Qualification BA/BSc/HND , Diploma
• Experience 3 years
• Location Kiambu
• Job Field Procurement / Store-keeping / Supply Chain

Job Purpose

• To coordinate customer order processing, stock availability, dispatch and billing documentation, and operational reporting, ensuring orders are processed accurately, updates are timely, and outstanding orders or constraints are escalated.

Key Responsibilities

• Order Processing and Dispatch Coordination

• Capture cleared and circulated orders in the Excel dashboard and distribute updated order information at intervals not exceeding two hours, or as required.

• Create SAP delivery numbers for cleared orders and accurately record them on the dashboard.

• Update the dashboard with trucks allocated to orders by the Transport Team.

• Send updated dashboards to the third-party logistics (3PL) warehouse for picking and loading.

• Check stock availability for cleared orders before stock is allocated.

• Dispatch, Billing and Document Control

• Select and print dispatch documents once the 3PL confirms that the relevant orders have been loaded; verify their completeness and accuracy before signing and stamping.

• After receiving dispatch documents, select the appropriate Electronic Tax Register (ETR) device for the product loaded and print the corresponding billing documents.

• Verify the completeness and accuracy of billing documents before signing and stamping them.

• Obtain approval for dispatch or billing document reprints using a reason code and maintain a daily register of all reprints.

• Process and print stock transfer order (STO) documents for inter-depot transfers.

• Reporting, Communication and Escalation

• Circulate sales performance and order balance status reports every two hours through email and WhatsApp.

• Prepare an end-of-shift Hand Over Take Over (HOTO) report covering shift performance, order balances, and operational constraints.

• Flag and escalate orders remaining on the dashboard for more than 48 hours.

• Key Performance Expectations

• The role will be assessed on the timeliness and accuracy of order and delivery updates; completeness and accuracy of dispatch and billing records; adherence to reporting cut-offs; maintenance of reprint records; and prompt escalation of aged orders and operational constraints.

• Qualification and Experience

Education

• Diploma or university degree in Business Management.

Experience

• At least three years of hands-on experience in distributor order generation, processing, or scheduling.

• Technical Skills

• Strong computer literacy, particularly Excel and other spreadsheets, with sound analytical and problem-solving ability.

• SAP Order-to-Cash (OTC) processing knowledge is an added advantage.

• Core Competencies

• Good interpersonal communication and customer focus.

• Planning and forecasting skills.

• High integrity and accountability.

• Ability to work under pressure and meet deadlines.

• Experience working in a performance-driven environment with measurable KPIs is an added advantage.

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